Common Problems In Office Mail

The text is like a person. Business English mail shows the job image of the sender from one side.

Don't think about it.

1. no theme

Subject this column is not written, mail can also be sent out.

But the recipient can not know your email purpose at the first time, or it may be overlooked.

Anyway, when I was confronted with dozens of mail every day, the mail without theme always came to the end.

2. excessive "

Regardless of the blind use of Mail Group or CC (copy to), a large group of people will feel that the sender is ill educated.

The correct use of Mail Group can really shorten the time of the sender, and avoid missing hair and wrong hair.

But there's nothing to do with the whole company or Region.

CC is also a function of love and hate.

You can use it to notify the person concerned (no recipient is directly related, but it is necessary to know); you can also use it to put pressure on the addressee, such as CC you or his boss.

But from another point of view, the abuse of these conveniences will also have the corresponding adverse consequences.

For example, CC to people who are not related will waste other people's time and give people the impression of "crying wolf". CC's N+1 will sometimes make simple things complicated, and the other side will feel that you are widening the scale, which will be hostile to you.

3. spelling mistakes

Do not think that Chinese can avoid spelling mistakes in English. Most mail systems have built-in spell checker function and can be set to automatic check before sending.

If there are spelling mistakes again, it is really impossible to say.

The recipient, not only the foreigner, will feel that you do not value him if you see stupid spelling mistakes, and you will also be greatly disregarded.

4. lengthy sentences

Remember that office mail is written to solve problems, not to show your style.

First of all, don't use too long sentence patterns. Sentence length should not exceed 70% of a line.

If you write a few lines in a sentence, the person you will see will be lost in your lines.

The length should not be too long. It is always the best style of writing.

If your email grows to the point where you need to scroll to finish reading, even if the recipient is patient, you will ignore the core meaning you want to express.

When the space is longer, think of ways to list 1, 2 and 3.

Point or make a form, so that the receiver can see clearly.

5. redundant signature files

I often see that some employees' signature files are longer than the mail text. If you are not a customer service staff who are facing customers all the time, what is the need to attach your landline, cell phone, mailbox, address, Department, Title, art signature to each email?

?

These redundant messages distract the attention of the addressee, and it seems that you are very amateur, for fear that others will not find your posture.

6. disordered formats

Avoid Chinese and English format mashup. If you write Email in English, please do not indent the initials of the paragraph, please capitalize the initials.

7. emotions

The mail needs to be plain and not to be overloaded with emotion (unless it's a congratulatory or thanking email).

Setting facts and reasoning is the eternal truth of writing.

Abuse bold, giant font size, exaggerated red, yellow...

These are things that we should avoid. These may give you a quick start, but will always leave a picture of a gorilla wearing a tuxedo in the hearts of others.